ESBD_383092_1732291487025_Attachment to Addendum 1.pdf

Pre-Proposal Conference and HSP Training

BCVDDP – Camp Services November 20, 2024 @ 11:00 a.m. CT Request for Proposal No. HHS0014819

V ers ion 1 .20 Revis ion Date 10/10/2023

Introductions

• Rene Perez, Contract Specialist HHSC Procurement and Contracting Services

• Bob McCurdy, HUB Coordinator

HHSC HUB

Topics

• Communication

• Schedule of Events

• Procurement Access

• Submission Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact (RFP Section 3.3.1)

All requests, questions, and other communication about the RFP must be made in writing to:

Rene Perez , CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: rene.perez03@hhs.texas.gov mailto:rene.perez03@hhs.texas.gov

Sole Point of Contact (Section 3.3.1)

• All communications between Respondents and other HHS staff members concerning the RFP are strictly prohibited.

• Failure to comply with these requirements may result in disqualification of the Respondent’s proposal.

• Exceptions to the Sole Point of Contact (RFP Section 3.3.3):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Bob McCurdy.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFP Section 6.8) the HUB Coordinator may be contacted at Bob.McCurdy@hhs.texas.gov .

mailto:Bob.McCurdy@hhs.texas.gov

Schedule of Events Section 3.1 of the RFP

Event Date/Time

RFP Release Date November 15, 2024

Deadline for Submitting Questions November 22, 2024, at 10:30 a.m. Central

Time Tentative Date to Post Answers to Questions on ESBD December 2, 2024

HSP Courtesy Review Due Date December 4, 2024

Deadline for Submission of Responses December 17, 2024, at 10:30 a.m. Central

Time

Evaluation Period January 2025

Anticipated Notice of Award March 2025

Anticipated Contract Start Date April 2025

Procurement Access

HHSC will post all official communication regarding this RFP on the following website, including the Notice of Award.

Texas ESBD website at:

http://www.txsmartbuy.com/esbd

HHSC reserves the right to make changes to and/or cancel this RFP and will post all changes and modifications, whether made as a result of a potential Respondent’s written inquiries or otherwise, and cancellation notices on the ESBD. It is the responsibility of the Respondent to check the ESBD regularly for any additional information regarding this RFP. If the Respondent fails to monitor the ESBD for any changes or modifications to the RFP, such failure will not relieve the Respondent of its obligation to fulfill the requirements as posted.

http://www.txsmartbuy.com/esbd

Procurement Access State of Texas ESBD Webpage

• The RFP and official materials are posted to the State of Texas ESBD webpages at: https://www.txsmartbuy.gov/esbd/HHS0014819

• It is the responsibility of the Respondent to periodically check the ESBD website

• All addenda, modifications, and changes to the schedule of events will be posted on ESBD website

Note: Google chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

https://www.txsmartbuy.gov/esbd/HHS0014819

Submission Requirements Submission Options

Option 1 - USBs Option 2 - Online Bid Room

U.S. Postal Service Express/ Overnight Delivery HHS Online Bid Room

Health and Human Services Commission

ATTN: Response Coordinator Procurement & Contracting

Services Building 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission

ATTN: Response Coordinator Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

See Exhibit J, HHS Online Bid Room https://hhs.texas.gov/doin g-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Items to submit for a RESPONSIVE response:

A. Proposal and Respondent Information

1. Narrative Proposal (Section 5.1) SC

2. Company Information (Section 6.1) SC

3. Franchise Tax Information (Section 6.2) AC

4. References (Section 6.3) AC

5. HHS Solicitation Affirmations v. 2.4 (Section 6.4, Exhibit A) SC

6. Exceptions Form (if applicable) (Section 3.5.4, Exhibit E) AC

7. Assumptions Form (if applicable) (Section 3.5.5, Exhibit F) AC

8. Other Reports (Section 6.5) AC

9. Corporate Guarantee (Section 6.6) AC

10. SPI Version 2.1 (if applicable) (Section 2.3, Exhibits D and D-1) AC

11. Certificate of Authority (Section 6.8) AC B. Cost Proposal (Article VII and Exhibit I) SC C. HUB Subcontracting Plan (Section 6.7 and Exhibit G) SC

Submissions must be received by HHSC no later than:

DECEMBER 17, 2024, at 10:30 a.m. Central Time

Late submissions will not be considered.

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFP Section 4.2.2)

• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit H, Evaluation Tool (See RFP Section 4.2.5)

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: November 22, 2024, at 10:30 a.m. Central Time

• Date Responses to Questions Posted on ESBD: December 2,

• Deadline to Request HSP Courtesy Review: December 4, 2024

• Proposals due: December 17, 2024, at 10:30 a.m. Central Time

• Late submissions will not be considered.

Vendor Questions

• All questions must be submitted in writing to the Sole Point of Contact at: rene.perez03@hhs.texas.gov

• Refer to RFP Section 3.3.4, for the format of submitting questions

• Do not submit in PDF, do not password protect.

• Reminder: All questions, requests for clarification, etc., are due in writing no later than November 22, 2024, by 10:30 a.m.

Central Time.

mailto:rene.perez03@hhs.texas.gov

Closing Comments

• Respondents are responsible for meeting the RFP requirements, including any addenda.

• Respondents must check the ESBD webpage frequently for any addenda that may have been added to this solicitation.

• All Addenda must be signed and submitted with the original response.

• Vendor questions and answers will be posted to the ESBD webpage.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s).

See GFE Attachment A.

II: Mentor-Protégé Relationship Utilizing an approved M/P agreement. See GFE Attachment B.

III: Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s).

See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations in writing.

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 4: Affirmation signature

Method V: Section 3

The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % & $:

*“TBD” is NOT acceptable

Method I or III:

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. Development Centers

GFE Attachments B -

Method II or IV:

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable

*Please provide justification for all Non-HUB Subcontractors

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs *7 business days to respond

Special Reminders

Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Contact Information hhschuboutreach@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

HUB Coordinator Contact Information

Bob McCurdy bob.mccurdy@hhs.texas.gov

(512) 406-2534 mailto:hhschuboutreach@hhs.texas.gov

Thank You

Attendee Report:

HHS0014819 - BCVDDP Camp Services - Vendor Pre-Proposal and

Report Generated:

11/20/2024 01:10 PM CST

Webinar ID Actual Start Date/Time Duration # Registered # Attended Clicked Registration Link Opened Invitation 818-354-859 11/20/2024 10:46 AM CST 25 minutes 0 0 1 0

Staff Details

Attended Interest Rating Last Name First Name Email Address Role Join Time - Leave Time (Time in Session) Time in Session

Yes Not applicable for staff Contract Specialist PCS rene.perez03@hhs.texas.gov Organizer 11/20/2024 10:46 AM CST - 11/20/2024 11:10 AM CST (25 minutes),11/20/2024 10:48 AM CST - 11/20/2024 11:10 AM CST (23 minutes) 25 minutes Yes Not applicable for staff Amy Castro amy.castro@hhs.texas.gov Panelist 11/20/2024 10:58 AM CST - 11/20/2024 11:10 AM CST (12 minutes) 12 minutes Yes Not applicable for staff bianca hernandez bianca.hernandez01@hhs.texas.gov Panelist 11/20/2024 10:46 AM CST - 11/20/2024 11:10 AM CST (24 minutes) 24 minutes No Not applicable for staff Bob McCurdy bob.mccurdy@hhs.texas.gov External Organizer 11/20/2024 10:46 AM CST - 11/20/2024 11:10 AM CST (24 minutes) 24 minutes